Help Desk Coordinator/Administrative Assistant

ATC

Indianapolis (IN)

On-site

USD 29,150

Full time

14 days+

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Job summary

A technology services firm is seeking a Help Desk Coordinator/Administrative Assistant in Indianapolis, IN. This role involves supporting the operational functions of the Office of Technology and Cybersecurity, providing helpdesk support, and managing various administrative tasks. The ideal candidate has 5-7 years of related experience and strong organizational skills. You will handle inquiries, assist in procurement, and coordinate events, ensuring smooth operations at all levels within the firm.

Qualifications

5-7 years in IT helpdesk or technical support roles with cross-functional coordination.
5-7 years in executive-level administrative support including HR coordination.
3-5 years in organizational data management.

Responsibilities

Serve as the first point of contact for helpdesk inquiries.
Support executive scheduling and onboarding processes.
Coordinate logistics for events and meetings.

Skills

Helpdesk support

Executive-level administrative support

Procurement coordination

Event planning

Communication

Education

Associate degree in Information Technology or Business Administration

Tools

Microsoft Office Suite

Job description

Help Desk Coordinator/Administrative Assistant

4 days ago Be among the first 25 applicants

This range is provided by ATC. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$21.16/hr - $21.16/hr

Job Title: Help Desk Coordinator/Administrative Assistant

Job Location and Work Setup: Onsite role at Indianapolis, IN

Contract Duration: 12 months to start with multi‑year extensions

Hourly Pay: $21.16/hour on a 1099 basis

Job Description:

The Helpdesk Coordinator plays a pivotal role in supporting the operational and administrative functions of the Office of Technology and Cybersecurity (OTC). Reporting directly to the CIO, this position serves as the first point of contact for helpdesk inquiries, ensuring prompt and professional resolution of technical issues while also managing a variety of administrative, procurement, and organizational tasks.

The coordinator works closely with OTC leadership to facilitate smooth day‑to‑day operations, maintain organizational data, and support strategic initiatives. This role requires a high level of professionalism, confidentiality, and adaptability to support executive‑level needs and division‑wide coordination. The ideal candidate is a senior‑level professional with 5‑7 years of experience in helpdesk and administrative support, highly organized, detail‑oriented, discreet, and capable of managing multiple priorities in a dynamic environment.

This role is structured with an estimated time allocation as follows: approximately 50% of the coordinator’s time will be dedicated to helpdesk support, including ticket management and phone triage; 30% will focus on administrative assistance, such as scheduling, onboarding, travel coordination, and executive support; 10% will be spent on procurement‑related tasks, including purchase orders and supply management; and the remaining 10% will be allocated to other duties as assigned, including event coordination, account management backup, and special projects.

Key Responsibilities:

Helpdesk Operations (50%):

Serve as the first point of contact for general questions from OTC users.
Work with internal subject matter experts (SMEs) to gather accurate information and provide timely responses to end users.
Monitor and resolve assigned helpdesk ticket categories, with a focus on procurement‑related tickets and routing them appropriately.
Maintain documentation of ticket resolutions and contribute to knowledge base updates.
Required Experience: 5‑7 years in IT helpdesk or technical support roles, including experience in cross‑functional coordination, ticket triage, and customer service.

Procurement Support (10%):

Assist with minimal procurement activities:
Initiate and track purchase orders (POs).
Coordinate PO renewals and terminations.
Order office supplies and equipment for OTC staff.
Required Experience: Minimum 3 years in procurement coordination or purchasing support.

Administrative Assistance (30%):

Schedule meetings for the CIO and deputy CIOs.
Create and manage job requisitions in coordination with HR.
Submit and track PSID (PeopleSoft ID) requests for OTC employees.
Support onboarding/offboarding processes, including equipment and access provisioning.
Draft welcome letters and coordinate interview logistics.
Provide general administrative and clerical support to OTC managers and employees.
Manage daily office needs and general administrative activities.
Coordinate travel arrangements for OTC staff, including lodging, transportation, and reimbursements.
Assist with VPN access requests, including form preparation, routing for approvals, and submission to administrative services.
Work with CAI on new job postings, interview scheduling, candidate coordination, and onboarding activities.
Required Experience: 5‑7 years in executive‑level administrative support, including HR coordination, travel logistics, and vendor collaboration.

Organizational Maintenance:

Create and maintain OTC organizational charts.
Maintain the master list of all OTC employees.
Provide access to files and conversations as required by job responsibilities.
Ensure confidentiality and discretion in handling sensitive information.
Required Experience: Minimum 3‑5 years in organizational data management and administrative record‑keeping.

Backup Support:

Serve as a backup for account management tasks, including user provisioning, access reviews, and account updates as needed.
Required Experience: Minimum 3 years in account or identity management support.

Event Coordination:

Organize and coordinate division‑wide quarterly meetings and all‑staff events.
Manage logistics including catering, RSVPs, gift cards, and technical setup.
Required Experience: Minimum 3 years in event planning or coordination.

Other Duties as Assigned (10%):

Support special projects and initiatives as directed by the CIO.
Maintain records and reports related to helpdesk, procurement, and staffing activities.
Required Experience: Demonstrated flexibility and experience supporting cross‑functional initiatives.

Job Requirements:

Associate degree or higher in Information Technology, Business Administration, or a related field (will consider minimum 5 yrs. exp. in lieu of degree).
Experience in IT helpdesk or technical support roles, including experience in cross‑functional coordination, ticket triage, and customer service.
Experience as executive‑level administrative support, including HR coordination, travel logistics, and vendor collaboration.
Experience in procurement coordination or purchasing support.
Experience in account or identity management support.
Experience with event planning or coordination.
Prior experience handling sensitive information and maintaining confidentiality.
Strong attention to detail & time management with ability to multi‑task and prioritize effectively in a fast‑paced environment.
Strong skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Seniority level